Building Operations Coordinator; Residential & Hospitality Services, Division of Business Services

University of Pennsylvania•Philadelphia, PA

19h•$21 - $26

About The Position

The Building Operations Coordinator (BOC) provides front-line operational leadership and customer service support for one of eleven College House Information Centers (ICs). During business hours, the BOC has full responsibility for assisting in their assigned IC. During non-business hours, the BOC assumes Residential Services Manager (RSM) responsibilities for all ICs in support of the Housing Manager on Duty (HMOD). The BOC is part of a team responsible for the safety, appearance, and overall condition of College House facilities and plays a critical role in managing student staffing, facilities coordination, and resident and guest services. This role serves as an ambassador for Residential & Hospitality Services and the University of Pennsylvania, building strong working relationships with internal and external partners including College Houses and Academic Services (CHAS) and Facilities and Real Estate Services (FRES). The BOC is designated as University “essential” personnel and is granted the autonomy and authority to make daily operational decisions to ensure service excellence and meet the needs of customers. Information Centers operate 24 hours a day, 7 days a week, including national and University holidays.

Requirements

High school diploma or equivalent
Five to seven years of progressive customer service experience, preferably in an academic setting or an equivalent combination of education and experience
Above-average oral and written communication skills
Strong interpersonal and organizational skills with a demonstrated commitment to service excellence and customer focus
Proficiency in workplace computing, including word processing, spreadsheets, database management, Microsoft Office applications, and internet-based tools
Ability to work independently while functioning effectively as part of a team
Experience hiring, training, supervising, and evaluating student and/or part-time staff
Ability to function effectively in a fast-paced, high-pressure environment
Strong attention to detail and ability to manage multiple tasks simultaneously
Sound professional judgment
Dependable, flexible, and adaptable to changing operational needs
Ability to develop positive working relationships with colleagues, faculty, staff, and students
Interest in working in a diverse university environment with significant student contact

Responsibilities

Maintain current information on all student assignments within the assigned Information Center using StarRez
Assist with processing move-ins, move-outs, and room turnovers
Identify, report, and track facilities concerns through appropriate Facilities and Real Estate Services (FRES) channels and follow up as needed
Conduct daily or as-needed building condition inspections as directed
Assist with the development and implementation of tracking and reporting systems used for security and guest services
Develop and implement plans to serve as a source of information for activities, classes, seminars, house activities, and events across residential communities
Maintain consistent communication with colleagues and key personnel within and outside the department
Communicate with residents and staff regarding reported issues or concerns and provide timely follow-up and updates
Demonstrate familiarity with departmental technologies and systems
Report malfunctioning building equipment, including safety and security systems, turnstiles, exit gates, doors, and telephones, through appropriate channels and follow up as necessary
Monitor desk supplies, inventories, and services to ensure equipment is available, functional, and used appropriately
Maintain full responsibility for staffing, including hiring, training, supervising, evaluating, and scheduling student and part-time staff
Ensure Information Center staff understand and comply with RHS, CHAS, and University of Pennsylvania policies and procedures
Submit weekly payroll for student and part-time staff as required
Serve as the primary contact for Information Center staffing issues during assigned after-hours coverage
Review schedules and contact students who fail to report for scheduled shifts
Coordinate Allied coverage or student floaters in the event of no-shows or call-outs
Receive inventories and handle perishable deliveries for building tenants
Assist in planning and implementing activities related to the opening and closing of the academic year, including room and common area readiness, inspections, administrative paperwork, key management, staff scheduling, and resident check-in and check-out processes
Coordinate appropriate response during emergency situations, including contacting security, FRES, medical transport, or other entities as needed
Document incidents and actions taken for follow-up
Perform seasonal, project-based, or redeployed duties as required
Perform additional duties as assigned

Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.